Revised 11/18/13 Shopping & Cart In addition, you will be listed as one of several Approvers for a specific Cost Center (account number); any requisition with items charged to this particular account number will be routed to you. When a Shopper assigns a purchase request, an email is automatically sent to the Shopper and the Requester. When a Requester submits a requisition over $1499.99, an email is automatically sent to notify you of the pending requisition. As an Approver 1, you may approve purchase requests between $1,500 and $9,999.99 and self-approve your own purchases up to $4,999.99. Approver 2 As an Approver 2, most commonly the Budget Unit Manager reviews purchase requests > $10,000. BobcatBUY Roles Defined Shopper All roles in BobcatBUY may shop. A Shopper creates the shopping cart and 1. If the person is a Shopper only, she will assign the cart to her Requester. 2. If she is shopping as a Requester, she will submit the requisition. Only requisitions > $1,500 will go to the Approver. 3. If she is shopping as an Approver 1, she will submit the requisition. Only requisitions > $5,000 will go to the Approver 2. Other staff may be designated as Approver 2, but this role is commonly assigned to the Budget Unit Manager. Requester As a Requester, you must review all purchase requests from those in your approval chain up to $1,499.99. Once you Submit the requisition, it will move into the workflow; it will not route to an Approver. If the Shopper did not edit the requisition, you may add/update information such as Ship To address, Cost Center (account number), split items between Cost Centers, and add Internal/External Notes and Attachments. When a Shopper assigns a cart to you, an email is automatically sent to notify you of the pending requisition. As a Requester, you may approve purchase requests from Shoppers up to $1,499.99 and self-approve your own purchases up to $1,499.99. Approver 1 As an Approver 1, you must review purchase requests from those in your approval chain between $1,500 and $9,999.99. You may receive carts assigned directly to you. Methods For Shopping In BobcatBUY BobcatBUY offers three methods for locating and purchasing products: Hosted Catalog, Punch-Out Catalog, and Non-Catalog Item. A Hosted Catalog is an online version of the supplier s items included in OHIO s contract. Hosted catalogs contain items description, part numbers, pricing, and images (if provided by the supplier). The shopping experience has a consistent look and feel regardless of the supplier. The search criteria are the same, carts look the same, and the overall functionality is the same across suppliers. When performing a hosted catalog search, results may include items from multiple suppliers. Item comparisons may be performed side-by-side between suppliers. Results may also contain products from Level II Punch-Out Suppliers. For these products, you will see an Order From Supplier link. Prices in hosted catalogs are relatively stable. Suppliers submit price files to Ohio University when prices are updated, discontinued, and/or new items are added (quarterly and annually). A Punch-Out Catalog is an integrated external link to the supplier s website created specifically for OHIO. WARNING: Your internet browser must be set to allow pop-ups. The items reflect OHIO s discounted prices; however, the items and prices may change more frequently than a hosted catalog. A Punch-Out Catalog s search feature is supplier specific; if you are familiar with the supplier s public website, its punch-out website will be similar. You cannot compare prices between punch-out suppliers and hosted catalogs. When you are finished shopping in a Punch-Out Catalog, you must click a link to transfer your items back to BobcatBUY in order to complete your transaction. NOTE: To modify an item after transferring your shopping cart to BobcatBUY Shopping & Cart v 13.3 Quick Reference Guide Questions? Call 597-6446 or email procurement@ohio.edu page 1
Click the MODIFY ITEMS link. Make your changes in the Punch-Out Catalog, follow the supplier s steps to Update the cart, and return to BobcatBUY. NOTE: OfficeMax delivers to Ohio University (Athens campus) three-days per week: Monday, Wednesday, and Thursday. A Non-Catalog Item form should be entered if the Supplier is a Non-Catalog supplier. You may also complete the Non-Catalog Item form if you cannot find the item in a hosted or punch-out catalog or if the item is very new to the market and has not been added to the catalog yet. You may also use a Non-Catalog Item form to request onetime services that will not be entered on a Blanket Order Form or Service Agreement Purchase Order. If a Non-Catalog Item includes Shipping/Handling, you may add it separately to the same cart using this form. WARNING: The supplier must be an existing supplier in BobcatBUY. You must attach a Quote to a Non-Catalog Item form. All Non-catalog Item orders route to Procure To Pay in the approval workflow. If your item is needed in a timely manner, set the Priority as Urgent when you edit your shopping cart. After your Requester and/or Approver submits the cart, a Procure Tto Pay Buyer will review it. NOTE: The Shopper must notify the supplier to request an invoice if a deposit or prepayment is required (hotel or conference reservation). Attach the invoice (for the required deposit) to the purchase requisition. Browse Suppliers The search results now display the legal company name including the DBA. 1. To determine if a particular supplier is in BobcatBUY, click the Homepage icon. 2. Under the Simple/Advanced Search field, click the Suppliers link. (This is a small, text link located above the Preferred Suppliers area.) 3. Click the + Click To Expand Search For Supplier Filter button. 4. In the Supplier field, enter the name of the supplier and click Search. You may enter any part of the supplier s name. You may also enter the first letter of a supplier s name. Example: If you enter B in the Supplier field, all of the suppliers that begin with the letter B will display. 5. You may also search by Supplier Type (Hosted Catalog, Punch-out, or Non- Catalog). 6. In the Supplier field, enter the first letter of a supplier s name. 7. In the Supplier Type field, click the down-arrow and select All, Hosted Catalog Suppliers, Punch-Out Suppliers, or Non-Catalog Suppliers and click Search. 8. After verifying that your supplier is in BobcatBUY, you may begin shopping. Supplier Management The Supplier Management tab is available as an additional resource to view supplier profiles and to determine if a particular supplier is in BobcatBUY. The search results now display the legal company name including the DBA. Simple Search: 1. Click the Supplier Management icon. 2. Click the Search For A Supplier link. 3. In the Search field, enter the Name of the supplier and click the Go button. 4. To view the supplier profile, click the Manage button, scroll down and click the View Supplier Profile link, or click the Name of the supplier. 5. To view specific details, click the desired tab. Advanced Search: 1. Click the Supplier Management icon. 2. Click the Search For A Supplier link. 3. Click the Advanced Search link. 4. In the Supplier field, enter the Name of the supplier and click the Search button. 5. Click the appropriate Supplier Type (All, Hosted Catalog Suppliers, Punch-Out Suppliers, or Non-Catalog Suppliers) and click the Search button. 6. You may also search by Class (Science Catalog Supplier), Status (All, Active, or Inactive), or Diversity Classifications of the supplier. Quick Search Any OHIO BobcatBUY user may access any requisition in the system. If you know the requisition number, you may use the Quick Search feature (top right). 1. To perform a Quick Search, click the Magnifying Glass icon (top right). 2. In the Quick Search fields, click to select the type of document you want to search for and enter the Number and press Enter. If you want to search for any document with a specific number, in the type field, click Document and enter the Number you want to search for. The search results will display any document with this number. Product Search 1. Click the Homepage icon. 2. To begin shopping, in the Search field, enter the keyword for the product that you would like to purchase and click Go. 3. You may refine your search by using the Filter Results section on the left side of the page. You may Filter Results By Supplier, By Category, By Packaging UOM, By Result Type, or By Manufacturer Name. 4. To return to your original search results, click the Show All link under the same category that you filtered by. 5. To Sort your search results in a particular order, in the Sort By field, click the down-arrow and select Price: Low to High or Price: High to Low. This feature will only work if your displayed results are 200 or fewer. Add To Cart Locate the desired product in the search results. 1. When the desired product is located, you may add it to your shopping cart. 2. The default Quantity is one (1). Modify this number, if necessary. 3. Click the Add To Cart button. Shopping & Cart v 13.3 Quick Reference Guide Questions? Call 597-6446 or email procurement@ohio.edu page 2
Where Is My Shopping Cart? 1. Click the Shop icon, hover over My Carts And Orders, and click View Draft Shopping Carts. 2. To open a specific shopping cart, click the appropriate Shopping Cart Name. 3. To access your active shopping cart, click the shopping cart Quick Link (top right). Click the View My Cart button. Add Prevailing Wage Checkbox If the requisition contains Prevailing Wage labor, the prevailing wage checkbox must be selected. The requisition will automatically route to the Prevailing Wage Coordinator for review. 1. Click the shopping cart Quick Link (top right) and click the View My Cart button. 2. Click the Prevailing Wage checkbox and click Save. Product Comparison 1. While shopping, to compare product pricing and attributes, from the search results, click Compare next to several of the items that you want to compare. A green check mark will appear next to the items that you selected. 2. Above the search results, click the Compare Selected: # button. 3. Compare the products side-by-side. If you decide to purchase an item, the default Quantity (Qty) to be ordered is one (1). Modify this number, if necessary. 4. To add an item to your shopping cart, click the Add To Cart button. 5. To continue shopping, click << Back To Search Results. Punch-Out Supplier WARNING: Your internet browser must be set to allow pop-ups. NOTE: The interface and functionality of a punch-out website varies among suppliers. 1. Some punch-out suppliers are included in the Preferred Suppliers section. Click the Homepage icon. 2. Click the Suppliers link (under the hosted catalog search field). 3. Click the plus sign next to Click To Expand Search For Supplier Filter. 4. In the Supplier Type filed, click the down arrow, choose Punch-out Suppliers and click the Search button. 5. To access the punch-out supplier, click the Punch-out Supplier icon for the desired supplier. 6. Follow the supplier s instructions to search for/add items to your shopping cart. 7. The products that you purchase through the supplier s punch-out catalog will be transferred to your BobcatBUY shopping cart. Click the Transfer Shopping Cart button. The punch-out catalog icon will display in your active shopping cart. NOTE: To modify a Punch-Out Catalog item, in your BobcatBUY shopping cart, click MODIFY ITEMS. Make your changes in the Punch-Out website, follow the supplier s steps to Update the cart, and return to BobcatBUY. Non-Catalog Item WARNING: You must attach a Quote to a Non-Catalog Item form. For a non-catalog item, it is assumed that you have either talked to the manufacturer/supplier or you visited the supplier s external website and you have obtained basic product information for the specific item you want to purchase. Hosted, Punch-Out, and Non- Catalog Items can be stacked into one shopping cart, however, the Non-Catalog Item will take longer to process. It is better to complete a Non-Catalog Item form in a NEW shopping cart. A Non-Catalog Item form must be completed if the supplier is a Non-Catalog Supplier. You may also use the Non-Catalog Item form, if you cannot find the item in a hosted or punch-out catalog or if an item is very new to the market and has not been added to the catalog yet. Prior to completing the Non-Catalog Item form, you must contact the manufacturer or supplier and obtain basic product information for the item. The supplier must be an existing supplier within BobcatBUY. 1. Click the Homepage icon. 2. Click the Non-Catalog Item link (under the hosted catalog search field). 3. Enter the Supplier or click the Supplier Search link and click the Search button. 4. The preferred Fulfillment Center Address will default, but it can be changed by clicking the Select Different Fulfillment Center link. 5. Under Suppliers Found, click the Select link next to the appropriate Supplier Name/Address. 6. If the appropriate Fulfillment Center is not available in BobcatBUY, you must initiate the supplier s completion of a new OHIO Substitute W-9 (formerly the Payment Compliance Form). 6. Fill in all of the required fields for Product Description, Catalog No., Quantity, Price Estimate, and Unit of Measure (UOM). NOTE: If you do not know the price, a Commodity Manager will solicit a quote for the item/s. 7. Next to the Commodity Code field, click the Magnifying Glass button and click the Search button. 8. Click the Select button for the appropriate Commodity Code. NOTE: When entering a non-catalog item, you must choose the appropriate Classification. This is the only way that Ad Hoc Approvals for non-catalog items will be processed into their respective approval folders for tracking/reporting purposes. 9. If the item has a specific Classification, click the appropriate checkbox: Controlled Substance, Recycled, Hazardous Material, Radioactive, Rad Minor, Select Agent, Toxin, Energy Star, or Green. 10. Click the Save And Close button or click Save And Add Another to add another non-catalog item. NOTE: It is mandatory to add a Commodity Code for a non-catalog item. This is a required field. 11. If you did not complete one of the required fields, an error message will display. Enter the required information and click Save and Close. The system will automatically add the non-catalog item to your active shopping cart (top right corner). Shopping & Cart v 13.3 Quick Reference Guide Questions? Call 597-6446 or email procurement@ohio.edu page 3
Internal Notes And Attachments (Attach OHIO Substitute W-9, Quotes, etc.) A Note may be entered in the Header section of the requisition or in the Line Item Detail section for a specific line item. NOTE: All invoices should be scanned and emailed to accounts.payable@ohio.edu. If you have a Purchase Order Number, be sure to include it on the invoice. Do not attach an invoice to a Purchase Order as Accounts Payable will not receive it. 1. In the shopping cart, click the Edit Requisition button, and click the Internal Notes And Attachments tab. Enter notes or attachments that will be visible internally (OHIO staff). You may attach a quote here. 2. To add Internal Notes, click the Edit button. Enter additional information that is pertinent to your purchase request and click Save. 3. To add an Attachment, click the Add Attachment link. The Attachments window opens, Select files button to navigate to the location where your file is saved. Choose the File to Attach, Click Select Files to add another file (Repeat for each additional file). Click Save when all files have been added. 4. To move an Internal Attachment to an External Attachment, Click the drop down menu next to remove for the attachment to move, Select Move to External Attachments. 5. To add a URL/Link, click the Add Attachment link. Under the Attachment Type list, select URL/Link. Enter a File/URL Name and the Link/URL. Click Save. 6. To remove an Attachment, click the Remove link next to the Attachment/URL that you would like to remove and click Remove. Shipping And Handling If a Non-Catalog Item includes Shipping and Handling and you want to estimate the charge, you must add it separately to the same shopping cart. 1. Click the Homepage icon. 2. Click the Non-Catalog Item link (under the hosted catalog search field). 3. Enter the same Supplier as the Non-Catalog Item you are ordering. 4. In the Product Description field, enter Shipping and Handling. 5. In the Catalog No. field, enter Shipping. 6. In the Quantity field, enter 1. 7. In the Price Estimate field, enter the Shipping/Handling Quote or Estimate. 8. For Shipping/Handling, enter the same Commodity Code as the Non-Catalog Item you are ordering. 9. Click the Save and Close button. NOTE: When the cart is edited by the Shopper or Requester, a Natural Account must be assigned for each line item. When you assign a Natural Account to a Shipping/Handling charge, assign the same Natural Account as the Non-Catalog Item you are ordering. Add To Favorites The Add To Favorites option is located in several places throughout BobcatBUY. It provides the opportunity to add frequently purchased items to your personal Favorites folder. 1. Click the Homepage icon. 2. To begin shopping, in the Search field, enter the keyword for the product that you would like to purchase and click Go. 3. When the desired product is located, click the Add Favorite link (located next to the Compare link). A new window opens. 4. Enter an Item Nickname for the product (top of the window). 5. To create a New Top Level Folder, click the New button and select Top Level Personal Folder. 6. Enter a Name for the folder, add an optional Description, and click Save. 7. To create a Subfolder, click the Root Folder that will hold the subfolder, click the New button, and select Subfolder Of Selected Folder. 8. Enter a Name for the subfolder, add an optional Description, and click Save. 9. Click Submit. Click Close. 10. To access the Favorites folder, click the Homepage icon. 11. Click the Favorites link (under the hosted catalog search field). 12. Click the desired folder (on the left) or click the plus sign to expand the subfolder/s within the root folder, and click the desired subfolder. All products that have been added to this folder will display. 13. To add a product to your shopping cart, update the Quantity, and click the Add To Cart button. NOTE: It is not recommended to add Punch-Out items to Favorites because of the lack of control over price changes. For example, if you add an item from a punch-out supplier to your Favorites, and then add it to your shopping cart later on, there is no guarantee the price is still accurate. Create A New Cart 1. Click the Shop icon, hover over My Carts And Orders, and click View Draft Shopping Carts. 2. Click the Create Cart button. A new shopping cart summary screen opens. 3. To rename your shopping cart, highlight and delete the default Cart Name and enter a new Cart Name. 4. Enter an optional Description for your new shopping cart. 5. The cart s default Priority is Normal. To change the Priority, click the down arrow and select Urgent. NOTE: The Urgent Priority should be used in moderation. 6. Click Save. 7. Click the Shop icon, hover over My Carts And Orders, and click View Draft Shopping Carts>located under My Drafts. 8. To open a specific shopping cart to begin shopping, click the appropriate Shopping Cart Name. Next click on Home icon and start to shop. Shopping & Cart v 13.3 Quick Reference Guide Questions? Call 597-6446 or email procurement@ohio.edu page 4
Shopping & Cart v 13.3 Quick Reference Guide Questions? Call 597-6446 or email procurement@ohio.edu page 5
Edit Requisition When you are finished shopping, you may Edit Requisition or Assign Cart. All three roles - Shopper, Requester, and Approver - may edit the requisition. You must verify/correct the Shipping Address, Cost Center, Natural Account Code, and Account Splits, etc. 1. To access your active shopping cart, click the shopping cart Quick Link (top right). Click the View My Cart button. 2. From within the assigned shopping cart, click the Edit Requisition button. The cart Summary will display. The Red Triangle/s at the top of the page indicate information is required prior to submission. NOTE: Edit the information at the Header level for the majority of the items on the requisition. If anything is different at the Line level, you must edit the information at the Line level. 3. Review the items or services that are being requested for purchased. 4. Remove/Move items from the cart, if necessary. 5. Return The Cart, if necessary. Ask the Shopper to make specific revisions. 6. Click the Cost Center tab. Review the account number charged in the Header level. Review any account numbers charged at the Line level. You may Add A Split (account splits between cost centers), if necessary. 7. Click the Shipping tab. Review the address entered in the Header level. Review any addresses entered at the Line level. 8. Click the Billing tab (at the end of the fiscal year ONLY) to verify the expense is charged to the appropriate Fiscal Year. 9. Click the Natural Account tab. Review the natural account in the Header level. Review any natural accounts at the Line level. IMPORTANT: If you require assistance determining the appropriate Natural Account code to use, refer to OHIO s Natural Account Lookup website: http://portal.finance.ohiou.edu/nalookup/ 1. In the Search field, enter a word to describe the item that you are requesting for purchase. 2. Click the Search button. 3. All of the Natural Account codes will display that contain the word that you entered. 4. Review the list and select the most appropriate Natural Account code. 10. If a number (#) is displayed in the Comments tab, click the Comments tab to review the comments. 11. If a number (#) is displayed in the Attachments tab, click the Attachments tab to review the attached document. Click on the Attachment to open it. 12. Click the History tab to see if there is a message from Oracle Financial Management System indicating whether or not sufficient funds are available. NOTE: Upon completion of your requisition, all fields in the workflow process will display a green checkmark. The requisition is now ready for submission. 13. Click the Assign Cart button. Assign A Cart When you are finished shopping/editing your requisition, you must Assign your cart to a Requester for review. If approved, the requisition will turn into a Purchase Order and will be sent to the supplier. To Edit The Requisition: 1. In the active shopping cart, click the Edit Requisition button and review all of the information on the requisition. (See Edit Requisition above for instructions.) 2. Verify/correct the Shipping Address, Cost Center (account number), Account Splits (between cost centers), and Natural Account, etc. 3. Click the Assign Cart button. To Assign The Requisition: 1. In the active shopping cart, click the Assign Cart button. 2. Or click the Shop icon, hover over My Carts And Orders, and click View Draft Shopping Carts. 3. To open a specific shopping cart that you want to assign to a Requester/Approver, click the appropriate Shopping Cart Name. 4. In the shopping cart, click the Assign Cart button. There are three ways to select an Assignee: choose the default Assignee that you setup in your Profile, search from the Profile Values (if you setup multiple Assignees in your Profile), or search for an Assignee from All Assignees listed in BobcatBUY. a. A default Assignee automatically displays from your Profile. If this is the correct Assignee, enter a Note to the Assignee. The note will be included in an auto-email sent to the assignee as well as the History of the document. Click the Assign button. b. If you setup multiple Assignees in your Profile, click the Select From Profile Values link. Click the down arrow and choose the appropriate Assignee. Enter a Note to the Assignee. Click the Assign button. c. To select an Assignee from your organization. Select the Search For An Assignee link. Enter the following: Last Name, First Name, User Name, Email, or Department. Click the Search button. Click the Select link next to the appropriate Assignee. If you would like to add this person to your Profile, click the Add To Profile checkbox. Enter a Note to the Assignee and click the Assign button. NOTE: You may Unassign the shopping cart only until the Assignee (which is most often your Requester, but may be your Approver, if your department is small) has submitted the cart. The Assigned Cart Reminder Email Notification A reminder email message will be sent at regularly scheduled intervals to remind the Requester she has purchase requests to process. Both the Shopper and Requester will receive the initial reminder message 4 days after the cart was originally assigned. A follow-up email reminder will be sent to both every 2 days following the initial reminder until the Requester processes the cart (Submit Requisition). This will alert the Shopper, so you may contact the Requester to inquire. Shopping & Cart v 13.3 Quick Reference Guide Questions? Call 597-6446 or email procurement@ohio.edu page 6
Overview Of Actions For A Withdrawn Requisition There are three actions the Shopper or Requester may perform on a withdrawn requisition: Add A Comment, Copy To New Cart, and Add Notes To History. NOTE: Any BobcatBUY user may access any Requisition in BobcatBUY. If you know the requisition number, you may use the Quick Search field in the top right. A Requester May Withdraw A Requisition Returned By The Approver If a requisition is returned by the Approver, the requisition is returned to the Requester and the Shopper. Depending on the reason the requisition was returned, one of three things may happen: 1) The Shopper may Unassign the cart, Edit the cart, and Reassign the cart; 2) The Requester may contact the Shopper for additional information, Edit the cart, and Resubmit the cart; 3) The Requester may Withdraw the requisition completely. 1. If the Requester wants to Withdraw the requisition, click the Shop icon, hover over My Carts And Orders, and click View Draft Shopping Carts. 2. Under My Returned Requisitions section. Click the Withdraw button. 3. To access the withdrawn requisition, click the Orders & Documents icon, hover over Document Search, and click Search Documents. 4. In the Search field, select Requisition and enter the Requisition Number in the search field, and click Go. 5. The Status displays the Requisition Withdrawn symbol. 6. Click the Requisition Number to open it. Add A Comment And Attachment Comments and Attachments may be added by the Shopper, Requester, and Approver. You may add a comment to the requisition even if it has already become a purchase order. NOTE: Do not attach an invoice to a purchase order; Procure To Pay will not receive it. WARNING: You must attach a Quote to a Non-Catalog Item form. For Shoppers and Requesters: 1. Open the appropriate shopping cart. 2. In the shopping cart, click the Edit Requisition button. 3. To add a comment, click the Comments tab. 4. Click the Add Comment button. 5. Enter your Comment in the text field. 6. To add an Attachment, in the Attachment Type drop-down list, select File. Enter a File Name and click the Browse button to navigate to where your file is saved. Double-click the file that you would like to attach, and click Add Comment. NOTE: When comments are included, the Comments tab includes a number in parenthesis equivalent to the number of comments that have been added. This is a visual alert to BobcatBUY users. To view a comment, click the Comments tab. For Approvers Only: 1. Open the requisition. In the Available Actions drop-down list, select Add Comment and click Go. 2. You may also email your comment to any BobcatBUY user. The Assignee is automatically listed under email notifications. Click the checkbox next to the name of the person that you would like to email your comment to. 3. To add additional email recipients, click the Add Email Recipient link and Search for the person that you would like to email your comment to. Click the Select link next to the appropriate recipient. 4. Enter your Comment in the text field. 5. To add an Attachment, in the Attachment Type drop-down list, select File. Enter a File Name and click the Browse button to navigate to where your file is saved. Double-click the file that you would like to attach, and click Add Comment. View Document Comments When you open a requisition, purchase order, invoice, or receipt, Comments may be viewed via the Comments tab. To view the trail of comments, review the Comments as well as the History for the current document that is open OR for all associated document types (requisition, purchase order, invoice, and receipt). 1. To view Comments, click the Comments tab. By default only the comments for the current document are displayed. 2. You may use the Filter to view associated documents. Click the Show Comments For down arrow and select the appropriate document or choose All to display Comments for all of the associated documents. Copy To New Cart You may want to Copy an existing shopping cart to a NEW shopping cart, even if the requisition has already been turned into a purchase order. This may be an order that you want to repeat. WARNING: Comments will not be copied to the new cart. Additionally, Punch-Out Catalog suppliers do not support this feature. If the items that you want to copy are from a Punch-Out Catalog, open a NEW cart and create a NEW purchase request. 1. Open the requisition. In the Available Actions drop-down list, select Copy To New Cart, and click Go. A NEW shopping cart summary will open containing the identical items. 2. To rename your shopping cart, highlight and delete the default Cart Name and enter a new Cart Name. 3. Enter an optional Description for your new shopping cart and click Save. 4. Click Edit Requisition, make the necessary revisions, and click the Assign Cart button. If you are a Requester, click the Submit Requisition button. 5. Verify the Assignee is correct, or select a different Assignee. 6. Enter an optional Note to the Assignee and click the Assign button. NOTE: The system will copy items from a punch-out catalog, however, punch-out suppliers do not support this feature. As a result, BobcatBUY will display an error message. You must remove the punch-out catalog items to proceed. Shopping & Cart v 13.3 Quick Reference Guide Questions? Call 597-6446 or email procurement@ohio.edu page 7
Add Notes To History You may add a note to the History of the requisition. This only applies to Requisitions that have already been submitted into workflow. 1. If you are the Shopper, click the Orders & Documents icon, hover over Document Search, and click Search Documents. 2. Click the My Requisitions link (located under the document search field). 3. Click the Requisition Number to open it. 4. For other users, open the requisition by using the Quick Search feature (top right). 5. When the requisition displays, in the Available Actions drop-down list, select Add Notes To History, and click Go. 6. Enter your Note text and click the Attach button. View The History (Withdrawals, Comments, And Notes) You may view the History (Comment, Note, and reason for a Withdrawal). 1. Open the requisition by using the Quick Search feature (top right). 2. When the requisition opens, click the History tab. You will be able to view the entire History for this requisition. The History tracks the Date/Time of each change, the Action, Comment, Note, and reason entered for a Withdrawal. 3. You may use the Filter to view any associated documents. Click the +Click To Filter History button. In the Filters window, you may use one or more of the following filters: Start Date, End Date, Action, and Show History For (Approvals, Modifications, Integration, Miscellaneous). 4. Select one of the following from the Action drop-down menu: Blank, Approvals, Modification, Integration, and Miscellaneous. 5. In the Show History For drop-down menu, you may view Comments for one specific document or choose All to display comments for all of the associated documents. Click the Apply button. NOTE: If you view the History for All, an Applies To column is added to the display; this column lists the document name to which the specific row of history information applies. 6. Under the Note column, if there is additional text, click the More link to view the entire note. If The Requester Returns A Cart To You The Requester may decide to Return A Cart back to the Shopper. Occasionally a Requester might have a cart assigned to her by mistake. Or, the Requester may want the Shopper to provide additional information or select a different Cost Center (account number). Instead of asking the Shopper to Unassign the shopping cart, the Requester may return (Return Cart) the shopping cart to the Shopper. As a result, the Shopper can make the necessary corrections and/or assign it to another person. The Requester may only Return the shopping cart back to the original Shopper; the Requester cannot select an alternate user. When returning the shopping cart, the Requester must enter a reason why the cart is being returned. This will be recorded in the purchase request s History. The Shopper will also receive this information via email. 1. If you are the Shopper, to access the returned shopping cart, click the Shop icon, hover over My Carts And Orders, and click View Draft Shopping Carts. Look under My Drafts. The Shopping Cart Name displays the with a Returned Cart symbol next to it. 2. To access the shopping cart, click the Shopping Cart Name. 3. Click the Edit Requisition button and review all of the information on the requisition. 4. Based on the Requester s feedback and suggestions, verify/correct the Ship To Address, Cost Center (account number), and Natural Account, etc. 5. Click the Assign Cart button. Requester Processes Your Returned Requisition From An Approver An Approver may Return a requisition to the Requisitioner (the person who created the purchase request) because it requires additional information or revisions. The Shopper and Requester will both receive an email indicating the requisition has been returned by the Approver. Likewise, both the Requester and the Shopper will receive the returned requisition in Draft Carts. Either may access the requisition and make the necessary revisions. NOTE: This should be a coordinated effort between the Shopper and the Requester. If The Requester Makes Changes: 1. To access the requisition, click the Shop icon, hover over My Carts And Orders, and click View Draft Shopping Carts. Look under My Returned Requisitions. 2. Click the Shopping Cart Name to open it. 3. Click Edit Requisition, make the necessary revisions, and click the Submit Requisition button. NOTE: After re-submitting the cart, the Approver will review the requisition (with the suggested revisions) again. If the Shopper Makes Changes: 1. To access the requisition, click the Shop icon, hover over My Carts And Orders, and click View Draft Shopping Carts. Look under My Drafts Assigned to Others. 2. Click the Unassign button for the returned requisition. 3. Click Edit Requisition, make the necessary revisions, and click the Assign Cart button. 4. Verify the Assignee is correct, or select a different Assignee. 5. Enter an optional Note to the Assignee and click the Assign button. NOTE: After re-assigning the cart, the Requester will review the requisition (with the suggested revisions) again. Shopping & Cart v 13.3 Quick Reference Guide Questions? Call 597-6446 or email procurement@ohio.edu page 8
A Rejected Requisition: The Entire Requisition OR A Line Item? An Approver may Reject a requisition OR one (or more) line items on the requisition. If part of a requisition is Rejected, the remaining line items continue in the Approval Workflow Process. The Approver Rejected The Entire Requisition If the Approver Rejects the requisition, an email is sent to the Requester notifying him of the rejection. 1. Click the Orders & Documents icon, hover over Document Search, and click Search Documents. 2. Click the My Requisitions link (located under the document search field). The Status displays the Requisition Rejected symbol. 3. Click the Requisition Number to open it. 4. For additional details, click the View Approvals tab or click the History tab. All of the Comments and History will display. The Approver Rejected One Or More Line Items If the Approver Rejects One or More Line Items on the requisition, an email is sent to the Shopper and Requester notifying them of the Rejection. The Approver must complete the approval process for the remaining line items on the requisition. Once the approval process is complete, you may access the requisition for additional information. 1. Click the Orders & Documents icon, hover over Document Search, and click Search Documents. 2. Click the My Requisitions link (located under the document search field). The Status displays the Approved But Line Item Rejected symbol. 3. Click the Requisition Number to open it. 4. Click the Summary tab. 5. Scroll down to view the rejected line item. The item displays the Rejected Line Item symbol. The Requisition has completed this approval step and will move to the next workflow requirement. 6. For additional details, click the View Approvals tab or click the History tab. The Approver Placed The Requisition On Hold If the Approver Places A Requisition On Hold, you do not need to do anything unless the Approver asks you for specific information. NOTE: No email is sent when a requisition is placed on hold, however, you may view this information via the requisition s View Approvals tab. 1. Click the Orders & Documents icon, hover over Document Search, and click Search Documents. 2. Click the My Requisitions link (located under the document search field). The Status displays the Requisition Pending Approval symbol. 3. Click the Requisition Number to open it. 4. To view the approval workflow process, click the View Approvals tab. 5. You will see Hold displayed in the Dept. Acct. Approval folder. The name of the Approver who placed the requisition on hold will also display. Where Are My Shopping Carts? 1. To access your Draft Carts (shopping carts that have not yet been assigned to a Requester), click the Shop icon, hover over My Carts And Orders, and click View Draft Shopping Carts. Look under My Drafts. 2. Your shopping carts will be listed by Cart Number (requisition number), Shopping Cart Name, Date Created, Cart Description, and Total. 3. To open a specific draft shopping cart, click the appropriate Shopping Cart Name. 4. After you assign your cart, it will be listed under My Drafts Assigned To Others. To access it, click the Shop icon, hover over My Carts And Orders, and click View Draft Shopping Carts. Look under My Drafts Assigned To Others. 5. After your cart has been submitted by your Requester, it becomes an official requisition. You may view it by clicking the Orders & Documents icon, hover over Document Search, and click Search Documents. 6. Click the My Requisitions link (located under the document search field). 7. Click the Requisition Number to open it. Modify The Shopping Cart You may Unassign the shopping cart only until the Requester has submitted it. 1. Click the Shop icon, hover over My Carts And Orders, and click View Draft Shopping Carts. 2. Under My Drafts Assigned To Others, click the Unassign button for the appropriate requisition. 3. Click Edit Requisition, make the necessary revisions, and click the Assign Cart button. 4. Verify the Assignee is correct, or select a different Assignee. 5. Enter an optional Note to the Assignee and click the Assign button. NOTE: Once the cart has been submitted by the Requester, you may ask the Approver to Return (the requisition) To Requisitioner. Shopping & Cart v 13.3 Quick Reference Guide Questions? Call 597-6446 or email procurement@ohio.edu page 9
Invoice Approvals As a Shopper, you may be required to Approve an invoice for a services purchase order (excluding a purchase order derived from a Direct Payment Form) so the invoice can be paid. There are two instances when the system will automatically require the shopper to approve an Invoice before payment is made. Both instances follow the same invoice approval steps: Approve An Invoice For A Service Purchase Order Accounts Payable requires the Shopper to approve an invoice for a service purchase order greater than $500 and less than $10,000. The purchase order will require invoice approval if the invoice uses any of the following Natural Accounts: 179000, 184000, 186000, 189000, 611100, 612100, 797000, 797100, 920000, 930000, 971000, and 971100. You will receive an email informing you that an invoice approval is required. Click the link in the email. It will launch the appropriate approval screen in BobcatBUY. The purchase order will require invoice approval if the invoice uses any of the following Natural Accounts: 179000 Human Subjects 184000 Consultants 186000 Officials for Athletic Events 189000 Other Professional Services 611100 Building Eq Repairs Contractor 612100 Grounds Repair Contractor 797000 First 25000 of Subcontracts 797100 Bal of Subcontract Over 25000 920000 Other Capital Improvements 930000 Buildings Approve An Invoice For All Purchase Orders And Direct Payments > $10,000 This process includes ALL Natural Accounts. 1. Click the Action Items link (top right). 2. To view the list of invoices, click the Invoices To Approve link. 3. Click the Voucher Number to open it. 4. Or you may review the invoice workflow by performing a Quick Search. 5. Once the voucher is open, verify that you received the services/products. Upon verification, you may complete several actions before approving the invoice. 6. If a number (#) is displayed in the Comments tab, click the Comments tab to review the comments. 7. To add your own Comment, click the Comments tab and click the Add Comment button. Enter your Comment text. 8. You may also email your comment to the shopper, requester, or any BobcatBUY user. Click the checkbox next to the name of the person that you would like to email your comment to. 9. To add an Attachment, under the Attachment Type list, select File. Enter a File Name and click Browse to navigate to where your file is saved. Double-click the file that you would like to attach. Repeat this process if you have more than one document to attach. 10. Click the Add Comment button. WARNING: When you add a comment, it cannot be removed. 11. To remove an Attachment, click the Remove link next to the Attachment that you would like to remove and click Remove. 12. To add a Note to History, click in the Available Actions drop-down list, select Add Notes To History, and click Go. Enter your note and click the Attach button. 13. If a number (#) is displayed in the Attachments tab, click the Attachments tab to review the attached document. Click on the Attachment to open it. Review the details in order to decide whether or not the services/products were rendered. 14. Click in the Available Actions drop-down list, select Approve/Complete Step, and click Go. After the invoice has been approved, you will receive an email indicating the workflow has completed. NOTE: Do not use the Remove Notifications or Remove All Notifications options in the Available Actions drop-down list. If there are notifications attached to an invoice, do not remove them. 15. To view the approved invoice, click the Orders & Documents icon, hover over Approvals, and click My Recent Approvals. Reject An Invoice As a Shopper, you may need to Reject an invoice (excluding purchase orders derived from Direct Payment forms), so the invoice will not be paid. If you reject an invoice for payment, it is your department s responsibility to contact the supplier to request a new invoice with the corrected invoice details/total. 1. Click the Action Items link (top right). 2. To view the list of invoices, click the Invoices To Approve link. 3. Click the Voucher Number to open it. 5. Click in the Available Actions drop-down list, select Reject/Cancel, and click Go. 6. Enter your Reject Reason in the textbox and click the Reject/Cancel button. The screen will return to the open voucher. 7. Click the Approvals tab to view the workflow. You will also receive an email indicating the rejection was processed. 8. In the Orientation field, select whether you want the workflow steps to display Horizontal (left to right) or Vertical (top to bottom). 9. To process the next invoice, click the Return to Approvals link. Forward An Invoice You may be the BobcatBUY user that created the purchase request on behalf of someone else. If you did not work with the supplier, you would be unable to verify the details of the invoice (hours worked in a given time period, travel expenses, quantity of items, etc.). If another BobcatBUY user is better suited to verify the invoice details, Forward the invoice to the appropriate person for approval. 1. Click the Action Items link (top right). 2. To view the list of invoices, click the Invoices To Approve link. 3. Click the Voucher Number to open it. 5. Click in the Available Actions drop-down list, select Forward, and click Go. 6. A User Search window opens. To locate the appropriate person, search by Last Name, First Name, User Name, Email, or Department. Enter the appropriate search criteria and click Search. 7. Next to the desired Name, click the Select link. 8. Enter a Note/reason for forwarding to the individual that will approve the invoice, and click the Forward button. 9. Click the Approvals tab to view the workflow. Shopping & Cart v 13.3 Quick Reference Guide Questions? Call 597-6446 or email procurement@ohio.edu page 10
10. In the Orientation field, select whether you want the workflow steps to display Horizontal (left to right) or Vertical (top to bottom). 11. To view the complete History of the invoice, click the History tab. 12. To process the next invoice, click the Return to Approvals link. View All Invoices That Have Been Processed 1. To view approved invoices, click the Accounts Payable icon and click AP Dashboard. 2. Click the Invoice Approval Outbox link. 3. You may hover over the icon to the left of the Voucher Number. A pop-up message will display the status of the invoice: Pending, Completed, Rejected, or Partially Rejected. 4. To sort the invoices, in the Sort By field, click the down-arrow and select the desired feature. 5. To refine your search results, use the Filtered By section (n the left). 6. Click the Voucher Number to open it. 7. To view the workflow, click the Approvals tab 8. Click the Approvals tab to view the workflow. 9. In the Orientation field, select whether you want the workflow steps to display Horizontal (left to right) or Vertical (top to bottom). 10. To view the complete History of the invoice, click the History tab. If I Receive The Invoice, How Do I Send It To Procure To Pay? If you receive an invoice that should have been sent directly to Procure To Pay, do one of the following: 1. Email the invoice (as long as there are no social security numbers visible on the invoice) to accounts.payable@ohio.edu 2. Fax the invoice to the Finance Customer Care at Fax: 593-9890. 3. Campus mail the invoice to the Finance Customer Care, WUSOC (formerly HDL Center), Room 204. WARNING: Do not attach an invoice to a purchase order; Procure To Pay will not receive it. Invoice Payment Status And Other Payment Information 1. To view approved invoices, click the Accounts Payable icon and click AP Dashboard. 2. In the Search field, enter the Invoice Number and click Go. 3. Click the invoice s Document Number to open it. 4. To see if the invoice has been paid, click the Buyer Invoice tab, click the Summary tab, and look under the General section. 5. If the invoice has not been paid, check the Due Date. 6. Click the Buyer Invoice tab to view the Invoice Date and Due Date. Pay Status: The status will display In Process if the invoice is awaiting approval, Scheduled for Payment per Terms if the invoice is due to be paid, or Paid if the invoice has been paid. Invoice Date: The date on the original invoice sent by the Supplier. Due Date: The date the check will be either printed or electronically sent. This reflects the Invoice Date plus (+) the Terms (usually Net 30). Terms: The terms under which the invoice will be paid. Most invoices are paid Net 30; this means the check will be printed 30 days after the Invoice Date. 7. If the invoice has been paid, click the Buyer Invoice tab and click the Payment Information tab to view the Payment Method, Check No., and Check Date. 8. If the status is In Process, click the Approvals tab. To identify the name of the current approver, click the View Approvers link. 9. To view the complete History of the invoice, click the History tab. Shopping & Cart v 13.3 Quick Reference Guide Questions? Call 597-6446 or email procurement@ohio.edu page 11